Copy year-end data instructions
Introduction
You will find that you need to process the first period of the new 2024/2025 tax year and then return to perform the year-end reports for the previous year. In order to prepare the live data to process the new tax year, this includes zeroing the employee year-to-date totals. As a result, it is important that you take a copy of the current data to enable the year end reports before the totals are zeroed. This document explains how to do this within Payroll. Before you do this, however, you should make a backup of all of your data directories.
Backing up your Data
How to back up your Data Directory
First, you need to locate where your backup directory is located. This can be done by:
- clicking System in the Payroll toolbar
- then clicking Modify miscellaneous parameters
- the Preferences window will then open
- Finally, navigate to the Processing tab (along the series of tabs at the top) and make a note of what is written in the Directory for backups box. This is where Payroll will save your backup. You may modify this by clicking the ‘…’ button.
Before making the backup, make sure that all users have logged out of your Payroll system. Once they have, navigate to the File menu (in the top left of the Payroll window) then click Back up data.
The Back up data window will then open in Payroll. This will prompt you to name the backup you are about to create. It is advisable to include the date of the backup within the name. This will then save your data to the location specified in the Processing tab within the Payroll Preferences.
Copy Year-end Instructions
Copying a small number of data folders
If you are using a single data folder, or a small number of folders, the easiest way to do this is to use Payroll’s built-in tool. This is located under File (in the top left of the Payroll application), then there is an option called Copy year 2023/24 data.
Once that option is selected, a message box will appear asking you to confirm. Click OK to continue. Payroll will then create a folder called year2324 in the location specified in your settings.
This process should be repeated for each of your live data folders. To do this, you will need to change the live data directory, which is explained later in this document.
Copying a large number of data folders
If you have a large number of data folders, then copying each one individually would be inconvenient and take a long time. Instead, Payroll has a built-in tool called CopyData which will do this for you automatically. It is a separate application to Payroll, and will be located in your Winpay folder.
This program will search for all of the data folders it can find on your system, and will list them. Once it has finished searching, click OK and it will copy them all in a manner similar to the one described above.
Changing the Data Directory
Multi-directory setup
If you have a multi-directory Payroll licence then you can use the Change data directory feature found in Payroll’s File menu:
Click the ‘…’ button and then navigate to the desired data directory. This will be a folder, such as the year2324 folder that was created earlier. Click OK to confirm your selection, and then the directory will be changed.
Single directory setup
If you do not have this feature, then you will need to use the LOCALCFG application to change this. You may be able to access this application through the start menu by navigating to All Apps -> Payroll -> Local configuration.. Otherwise, you will find the application in your Winpay folder. Double click on it to open it.
Once you have opened this, you will be shown the Local configuration screen. Click on the ‘…’ button highlighted below to change the data directory:
Navigate to the desired folder (e.g. year2324data), and click OK.
Performing the Year end Procedure
Once that you have made sure you have a working backup of your 2023/24 data, you will need to perform the tasks described in End of year overview. You should do this on your live data, which you can switch back to by following the instructions in this document.
Should you require any assistance then contact OneAdvanced Support by going to the online support centre and raising a ticket or by phoning 0330 726 0090.
The next article is on the EPS and final payments to HMRC which can be found here.
